Forum Discussion
Archive Power BI reports
Hello all,
We have around 20 reports on our Power BI workspace that are no longer actively used. So we are planning to archive these reports, so that we can refer to them at a later time if needed. After checking online, below suggestions were found.
Kindly let me know if you are aware of any drawbacks of either of the below approaches or can recommend which one would be better. Would be great if you can recommend any other solution as well.
- Create a new workspace on Power BI service that would only contain these archived reports.
- Download the .pbix files of these reports and store them on SharePoint (Please note that we currently don't use OneDrive/Sharepoint for our daily tasks, files are mostly shared via Google Drive)
Hi user_95 - Both approaches have their pros and cons.
Create a New Workspace for Archived Reports
Pros:Easy access: Archived reports remain in Power BI Service, making it simple to restore or review them.
Maintains lineage: If reports are connected to datasets, relationships remain intact.
No file storage concerns: No need to manage .pbix files separately.
Controlled access: Permissions can be managed at the workspace level.
Cons:Consumes workspace storage: If you have capacity limits, this could be an issue.
Licensing cost: If reports are stored in a Premium or Pro workspace, they still count toward capacity usage.
Potential clutter: Even in a separate workspace, outdated reports could pile up over time.Question 2:
Download .pbix Files and Store on SharePoint/Google Drive
Pros:Frees up space in Power BI Service, reducing storage costs.
Allows archiving outside of Power BI, reducing workspace clutter.
Easy to share and access through external storage solutions.
Cons:Restoration effort: If you need to use the report again, you'll have to re-upload it and reconnect any lost dataset links.
File versioning concerns: If reports get modified outside Power BI, it can be hard to track changes.
Data connectivity loss: Live connection reports may not work properly when re-uploaded.Solved: Best practice for archiving old Power BI reports n... - Microsoft Fabric Community
Best Practices and Essential Tools to Optimize Power BI Reports - Daily BI Talks
1 Reply
Hi user_95 - Both approaches have their pros and cons.
Create a New Workspace for Archived Reports
Pros:Easy access: Archived reports remain in Power BI Service, making it simple to restore or review them.
Maintains lineage: If reports are connected to datasets, relationships remain intact.
No file storage concerns: No need to manage .pbix files separately.
Controlled access: Permissions can be managed at the workspace level.
Cons:Consumes workspace storage: If you have capacity limits, this could be an issue.
Licensing cost: If reports are stored in a Premium or Pro workspace, they still count toward capacity usage.
Potential clutter: Even in a separate workspace, outdated reports could pile up over time.Question 2:
Download .pbix Files and Store on SharePoint/Google Drive
Pros:Frees up space in Power BI Service, reducing storage costs.
Allows archiving outside of Power BI, reducing workspace clutter.
Easy to share and access through external storage solutions.
Cons:Restoration effort: If you need to use the report again, you'll have to re-upload it and reconnect any lost dataset links.
File versioning concerns: If reports get modified outside Power BI, it can be hard to track changes.
Data connectivity loss: Live connection reports may not work properly when re-uploaded.Solved: Best practice for archiving old Power BI reports n... - Microsoft Fabric Community
Best Practices and Essential Tools to Optimize Power BI Reports - Daily BI Talks